Import Journal Entry

Contents ShowHide

This information includes but is not limited to individual food instrument (FI) issue and redemption and participants. Data may need to be reprocessed from month to month since FIs are issued three months advance and rejections can be overridden and paid. Some data may need to be summarized prior to import. Vendor recoveries, for instance, are to be accumulated monthly for the fifth prior issue month.

Maximum and average pricing will be derived from imported data.

The State is responsible for the integrity of the data imported into the database. The database is maintained via an import of data that could change the outcome of reports and invoices. The data will need to be tracked back to the system that generated the import files.

Data import standard error messages need to be resolved before end of month reports are run. It could change the outcome of the reports. Invalid data will be rejected and documented in a standard error message file. The data must be corrected.

The operating system will determine the look and behavior of this common screen control.

Screen Access

Display the Journal screen > Click the Import button.

File Elements:

The file format for the import Journal File will be in an XML (Extensible Markup Language) format. The user will be responsible for creating the import Journal file. Following is an example of the XML file layout.

FundCd

Financial Fund Identifier: Uniquely identifies each fund in the system. A fund is set up to help manage the accounting processes related to a funding source. This element will be a numeric field from 1 to 10 digits. This is a required field and must be an existing Financial Fund Identifier.

FinAcctCd

Financial Account Code: Uniquely identifies a financial account within the system. Financial accounts are collection points for financial activity related to a given department and program. This element will be a numeric field from 1 to 9 digits. This is a required field and must be an existing Financial Account Code linked to the selected FundCd.

NatAcctCd

Natural Account Code: Uniquely identifies a natural account within the system. Natural accounts are collection points for natural activity related to a given revenue, expense, asset or liability class. This element will be a numeric field from 1 to 6 digits. This is a required field and must be an existing Natural Account Code.

AgencyID

Agency Identifier: Uniquely identifies each agency within the system. This element will be an alphanumeric field from 1 to 3 digits. If valued, must be a valid agency ID.

TranDate

Transaction Date: The date the related business transaction occurred. This element will be a date field in the format MM/DD/CCYY. This is a required field and must be the same month and year as the Journal entry being updated.

TranType

Transaction Type: Indicates that the related amount is to be posted as a debit or credit. This is a single alphabetic code. This is a required field and must be "C" for Credit or "D" for Debit.

TranAmt

Transaction Amount: This is the dollar amount to be posted to the referenced fund, financial account, natural account and agency. This element will be a numeric field. It will have the format XXXXXXXXX.XX where the first 9 digits are dollars and the last 2 digits are cents. Required field.

TranDesc

Transaction Description: A text description of the related business transaction. This element will be a alphabetic and special characters field. It can be up to 200 characters in length. Required field.

Import/Export Processing:

This illustration is a conceptual model of the data import/export processing.

Examples:

Legend for Books

B = Budget Accounting

A = Actual Accounting

F = Forecast Accounting

Journal Entries

The following set illustrates an example of journal entries in the first quarter:

Open the budget books. Make an entry in the budget accounting book. Record expected funds for the fiscal year - grants awarded and rebates expected.
Set up the fund(s).
Set up the reference account.
Budget for known awards. $12,000,000 for Federal WIC Food $8,000,000 for Federal WIC NSA - Administrative
Budget for Expected Rebates. $4,000,000 in Manufacturer Rebates on Infant Formula for State WIC Food $2,000,000 in Manufacturer Rebates on Milk for State WIC Food
Etc.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
01	1	10/2000	10/01/2000	2001 Federal Award Annual Allotment	WICF	B	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$12,000,000.00	C
01	2	10/2000	10/01/2000	2001 Federal Award Annual Allotment	WICF	B	Fed WIC Pgm WIC Food	Expense -Food	·	$12,000,000.00	D

Budget Accounting Book Entries (1)

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $12m

Expense Sub Accounts (Expense)

_____D_______C_________

$12m |

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Account Name	Natural Account	Agency	Amount	D/C
02	1	10/2000	10/01/2000	2001 Federal Award Annual Allotment	WICN	B	Fed WIC Pgm NSA Admin.	Revenue/ Sales/ Fund/ Rebate	·	$8,000,000.00	C
02	2	10/2000	10/01/2000	2001 Federal October Actuals	WICN	B	Fed WIC Pgm NSA Admin.	Expense - Salaries	·	$2,000,000.00	D
02	3	10/2000	10/01/2000	2001 Federal October Actuals	WICN	B	Fed WIC Pgm NSA Admin.	Expense - Fringe Benefits	·	$500,000.00	D
02	4	10/2000	10/01/2000	2001 Federal October Actuals	WICN	B	Fed WIC Pgm NSA Admin.	Expense - Office Space	·	$500,000.00	D
02	5	10/2000	10/01/2000	2001 Federal October Actuals	WICN	B	Fed WIC Pgm NSA Admin.	Expense - Telephone	·	$100.00	D
02	6	10/2000	10/01/2000	2001 Federal October Actuals	WICN	B	Fed WIC Pgm NSA Admin.	Expense - Printing	·	$300.00	D
02	7	10/2000	10/01/2000	2001 Federal October Actuals	WICN	B	Fed WIC Pgm NSA Admin.	Expense - Postage	·	$100.00	D
02	8	10/2000	10/01/2000	2001 Federal October Actuals	WICN	B	Fed WIC Pgm NSA Admin.	Expense - Office Equip	·	$500,000.00	D
02	9	10/2000	10/01/2000	2001 Federal October Actuals	WICN	B	Fed WIC Pgm NSA Admin.	Expense - Etc.	·	$4,000,000.00	D

Budget Accounting Book Entries (2)

Accounts Receivable (Asset)

_____D_______C_________

| $8m

Expense Sub Accounts (Expense)

_____D_______C_________

$2m |

$500t |

$10t |

$30t |

$10t |

$500t |

$4m |

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
03	1	10/2000	10/01/00	2001 Rebate Annual Allotment - Formula	WICF	B	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$4,000,000.00	C
03	2	10/2000	10/01/00	2001 Rebate Annual Allotment - Formula	WICF	B	Fed WIC Pgm WIC Food	Expense -Food	·	$4,000,000.00	D

Budget Accounting Book Entries (3)

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $4m

Expense Sub Accounts (Expense)

_____D_______C_________

$4m |

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
04	1	10/2000	10/01/00	2001 Rebate Annual Allotment - Milk	WICF	B	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$2,000,000.00	C
04	2	10/2000	10/01/00	2001 Rebate Annual Allotment - Milk	WICF	B	Fed WIC Pgm WIC Food	Expense -Food	·	$2,000,000.00	D

Budget Accounting Book Entries (4)

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $2m

Expense Sub Accounts (Expense)

_____D_______C_________

$2m |

Open the Actuals Books. Make an entry in the actuals accounting book. Record expected funds for the fiscal year - grants awarded and rebates expected.
Validate the fund.
Validate the reference account.
Account for known awards. $12,000,000 for Federal WIC Food $8,000,000 for Federal WIC NSA - Administrative
Etc.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
05	1	10/2000	10/01/2000	2001 Federal Award Annual Allotment	WICF	A	Fed WIC Pgm WIC Food	Accounts Receivable	·	$12,000,000.00	D
05	2	10/2000	10/01/2000	2001 Federal Award Annual Allotment	WICF	A	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$12,000,000.00	C

Actuals Accounting Book Entries (1)

Accounts Receivable (Asset)

_____D_______C_________

$12m |

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $12m

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
06	1	10/2000	10/01/00	2001 Federal Award Annual Allotment	WICN	A	Fed WIC Pgm NSA Admin.	Accounts Receivable	·	$8,000,000.00	D
06	2	10/2000	10/01/00	2001 Federal Award Annual Allotment	WICN	A	Fed WIC Pgm NSA Admin.	Revenue/ Sales/ Fund/ Rebate	·	$8,000,000.00	C

Actuals Accounting Book Entries (2)

Accounts Receivable (Asset)

_____D_______C_________

$8m |

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $8m

Options for planning for a fund balance surplus on the opening entry. Record expected funds for the fiscal year - award and anticipated surplus.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
06	1	10/2000	10/01/00	2001 Federal Award Annual Allotment	WICN	A	Fed WIC Pgm NSA Admin.	Accounts Receivable	·	$7,999,000.00	D
06	1	10/2000	10/01/00	2001 Federal Award Annual Allotment	WICN	A	Fed WIC Pgm NSA Admin.	Fund Balance	·	$1,000.00	D
06	2	10/2000	10/01/00	2001 Federal Award Annual Allotment	WICN	A	Fed WIC Pgm NSA Admin.	Revenue/ Sales/ Fund/ Rebate	·	$8,000,000.00	C

Actuals Accounting Book Entries (3)

Accounts Receivable (Asset)

_____D_______C_________

$7,999t |

Fund Balance Estimated Surplus (Fund Balance)

_____D_______C_________

$1t |

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $8m

Open the Actuals Books. Make an entry in the actuals accounting book. Record cash allotments (draw-downs) received for this accounting period.
Validate the fund.
Validate the reference account.
Account for cash received. $3,000,000 for Federal WIC Food $1,000,000 for Federal WIC NSA - Administrative
Etc.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
07	1	10/2000	10/15/2000	2001 Federal Allotment Received - 1st Quarter	WICF	A	Fed WIC Pgm WIC Food	Accounts Receivable	·	$3,000,000.00	C
07	2	10/2000	10/15/2000	2001 Federal Allotment Received - 1st Quarter	WICF	A	Fed WIC Pgm WIC Food	Cash	·	$3,000,000.00	D

Actuals Accounting Book Entries (4)

Accounts Receivable (Asset)

_____D_______C_________

| $3m

Cash (Asset)

_____D_______C_________

$3m |

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
08	1	10/2000	10/15/2000	2001 Federal Allotment Received - 1st Quarter	WICN	A	Fed WIC Pgm NSA Admin.	Accounts Receivable	·	$1,000,000.00	C
08	2	10/2000	10/15/2000	2001 Federal Allotment Received - 1st Quarter	WICN	A	Fed WIC Pgm NSA Admin.	Cash	·	$1,000,000.00	D

Actuals Accounting Book Entries (5)

Accounts Receivable (Asset)

_____D_______C_________

| $1m

Cash (Asset)

_____D_______C_________

$1m |

Open the actuals books. Make an entry in the actuals accounting book. Record Actuals Paid for this accounting period.
Validate the fund.
Validate the reference account.
Account for cash paid. $1,000,000 for Federal WIC Food $300,000 for Federal WIC NSA - Administrative
Etc.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
09	1	10/2000	10/31/2000	2001 Federal October Actuals	WICF	A	Fed WIC Pgm WIC Food	Cash	·	$1,000,000.00	C
09	2	10/2000	10/31/2000	2001 Federal October Actuals	WICF	A	Fed WIC Pgm WIC Food	Expense - Food	·	$1,000,000.00	D

Actuals Accounting Book Entries (6)

Cash (Asset)

_____D_______C_________

| $1m

Food (Expense)

_____D_______C_________

$1m |

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
10	1	10/2000	10/31/2000	2001 Federal October Actuals	WICN	A	Fed WIC Pgm NSA Admin.	Cash	·	$1,000,000.00	C
10	2	10/2000	10/31/2000	2001 Federal October Actuals	WICN	A	Fed WIC Pgm NSA Admin.	Expense - Salaries	·	$20,000.00	D
10	3	10/2000	10/31/2000	2001 Federal October Actuals	WICN	A	Fed WIC Pgm NSA Admin.	Expense - Fringe Benefits	·	$10,000.00	D
10	4	10/2000	10/31/2000	2001 Federal October Actuals	WICN	A	Fed WIC Pgm NSA Admin.	Expense - Office Space	·	$10,000.00	D
10	5	10/2000	10/31/2000	2001 Federal October Actuals	WICN	A	Fed WIC Pgm NSA Admin.	Expense - Telephone	·	$1,000.00	D
10	6	10/2000	10/31/2000	2001 Federal October Actuals	WICN	A	Fed WIC Pgm NSA Admin.	Expense - Printing	·	$8,000.00	D
10	7	10/2000	10/31/2000	2001 Federal October Actuals	WICN	A	Fed WIC Pgm NSA Admin.	Expense - Telephone	·	$1,000.00	D
10	8	10/2000	10/31/2000	2001 Federal October Actuals	WICN	A	Fed WIC Pgm NSA Admin.	Expense - Office Equip	·	$50,000.00	D
10	8	10/2000	10/31/2000	2001 Federal October Actuals	WICN	A	Fed WIC Pgm NSA Admin.	Expense - Etc.	·	$900,000.00	D

Actuals Accounting Book Entries (7)

Cash (Asset)

_____D_______C_________

| $1m

Expense Sub Accounts (Expense)

_____D_______C_________

$20t |

$10t |

$ 1t |

$ 8t |

$ 1t |

$50t |

$900t |

Open the Actuals Books. Make an entry in the actuals accounting book. Record rebates invoiced for this accounting period.
Validate the fund.
Validate the reference account.
Account for Rebates Invoiced for October Redemptions. $500,000 in Manufacturer Rebates for State WIC Food

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
11	1	10/2000	10/31/2000	2001 October Rebates Invoiced	WICF	A	Fed WIC Pgm WIC Food	Accounts Receivable	·	$500,000.00	D
11	2	10/2000	10/31/2000	2001 October Rebates Invoiced	WICF	A	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$500,000.00	C

Actuals Accounting Book Entries (8)

Accounts Receivable (Asset)

_____D_______C_________

$500t |

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $500t

Open the Actuals Books. Make an entry in the actuals accounting book. Record payment received for rebates invoiced for the accounting period.
Validate the fund.
Validate the reference account.
Account for Rebate Payment Received. $500,000 in Manufacturer Rebates for State WIC Food

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
11	1	10/2000	10/31/2000	2001 October Rebate Payment	WICF	A	Fed WIC Pgm WIC Food	Accounts Receivable	·	$500,000.00	C
11	2	10/2000	10/31/2000	2001 October Rebate Payment	WICF	A	Fed WIC Pgm WIC Food	Cash	·	$500,000.00	D

Actuals Accounting Book Entries (9)

Accounts Receivable (Asset)

_____D_______C_________

$500t |

Cash (Asset)

_____D_______C_________

| $500t

Open the budget books. Make an entry in the budget accounting book. Record expected funds for the fiscal year - supplemental grants awarded.
Set up the fund(s).
Set up the reference account.
Budget for known awards. $2,000,000 for Federal WIC Food
Etc.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
01	1	12/2000	12/15/2000	2001 Federal Supplemental Award Allotment - January	WICF2	B	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$2,000,000.00	C
01	2	12/2000	12/15/2000	2001 Federal Supplemental Award Allotment - January	WICF2	B	Fed WIC Pgm WIC Food	Expense -Food	·	$2,000,000.00	D

Budget Accounting Book Entries (5)

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $2m

Expense Sub Accounts (Expense)

_____D_______C_________

$2m |

Open the Actuals Books. Make an entry in the actuals accounting book. Record funds allotted for the fiscal year - supplemental award received.
Validate the fund.
Validate the reference account.
Account for known awards. $2,000,000 for Federal WIC Food
Etc.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
05	1	1/2001	1/31/2001	2001 Federal Supplemental Allotment Received - January	WICF2	A	Fed WIC Pgm WIC Food	Accounts Receivable	·	$2,000,000.00	D
05	2	1/2001	1/31/2001	2001 Federal Supplemental Allotment Received - January	WICF2	A	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$2,000,000.00	C

Actuals Accounting Book Entries (10)

Accounts Receivable (Asset)

_____D_______C_________

$2m |

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $2m

Open the budget books. Make an entry in the budget accounting book. Record penalty assessed for the fiscal year.
Set up the fund(s).
Set up the reference account.
Account for penalty. $500,000 for Federal WIC Food.
Etc.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Account Name	Natural Account	Agency	Amount	D/C
01	1	7/2001	7/31/2001	2001 Federal Penalty Award Allotment - July	WICF2	B	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$2,000,000.00	C
01	2	7/2001	7/31/2001	2001 Federal Penalty Award Allotment - July	WICF2	B	Fed WIC Pgm WIC Food	Expense -Food	·	$2,000,000.00	D

Budget Accounting Book Entries (6)

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $2m

Expense Sub Accounts (Expense)

_____D_______C_________

$2m |

Open the Actuals Books. Make an entry in the actuals accounting book. Record penalty assessed for the fiscal year.
Validate the fund.
Validate the reference account.
Account for penalty. $500,000 for Federal WIC Food
Etc.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Account Name	Natural Account	Agency	Amount	D/C
05	1	7/2001	7/31/2001	2001 Federal Penalty Allotment Received - July	WICF3	A	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$500,000.00	D
05	2	7/2001	7/31/2001	2001 Federal Penalty Allotment Received - July	WICF3	A	Fed WIC Pgm WIC Food	Accounts Receivable	·	$500,000.00	C

Actuals Accounting Book Entries (11)

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

$2m |

Accounts Receivable (Asset)

_____D_______C_________

| $2m

Set up the projections for budget worksheet with Forecast. (Forecast is used to generate the value in the projected column on the fund budget expenditures worksheet. The value could be typed into the spreadsheet in lieu of generating forecast journal entries.)

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Account Name	Natural Account	Agency	Amount	D/C
01	1	10/2000	10/01/2000	2001 Federal Award Annual Allotment	WICF	F	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$12,000,000.00	C
01	2	10/2000	10/01/2000	2001 Federal Award Annual Allotment	WICF	F	Fed WIC Pgm WIC Food	Expense -Food	·	$12,000,000.00	D

Forecast Accounting Book Entries

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $12m

Expense Sub Accounts (Expense)

_____D_______C_________

$12m |

Receive notice of State Grant Award is similar to previous fund examples.

Validate the fund.
Validate the reference account.
Set up the budget. ($6,000,000 for Food and $3,000,000 for Administrative)
Account for award allotment received.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Account Name	Natural Account	Agency	Amount	D/C
999	1	10/2000	10/01/00	2001 State Annual Allotment	SWICF	B	State WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebates	·	$600,000.00	D
999	2	10/2000	10/01/00	2001 State Annual Allotment	SWICF	B	State WIC Pgm WIC Food	Expense - Food	·	$600,000.00	C

Receive notice of MIS grant award is similar to previous fund examples.

Validate the fund.
Validate the reference account.
Set up the budget. ($2,000,000 for Administrative Software)
Account for award allotment received.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Account Name	Natural Account	Agency	Amount	D/C
999	1	10/2000	10/01/00	2001 MIS Annual Allotment	MIS01	B	Fed WIC Pgm WIC MIS	Revenue/ Sales/ Fund/ Rebates	·	$2,000,000.00	D
999	2	10/2000	10/01/00	2001 MIS Annual Allotment	MIS01	B	Fed WIC Pgm WIC MIS	Admin. Software	·	$2,000,000.00	C

Receive notice of any fund is similar to previous fund examples. (WIC, Farmer's Market Award, MIS, In-Kind, Support, etc.)

Receive actual food data regularly and summarize monthly to record the journal entry.
There is an opportunity to generate the journal entries by summarizing data from the WIC database that can be imported into the financial system
Receive actual administrative expenditures regularly from the State Department of Accounting and summarize them monthly to record the journal entries.

Open the Actuals Books. Make an entry in the actuals accounting book. Record year-end closing entries for the fiscal year. See the notes after the last close example.

Roll Balances to bring each Revenue and Cash account to zero
Surplus To Carry Forward Fund Account
Deficit To Spend Back Fund Account
Cash Account is Zero, No entry (because of draw-downs for exact amounts needed)
Etc.
Decrease A/R and Decrease Revenue for the balance of the Award Granted amount that will not be drawn from the fund.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
11	1	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close - Surplus	WICF	A	Fed WIC Pgm WIC Food	Accounts Receivable	·	$1,000.00	C
11	2	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close - Surplus	WICF	A	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$1,000.00	D

Actuals Accounting Book Entries (12)

Accounts Receivable (Asset)

_____D_______C_________

| $1t

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

$1t |

OR - if a surplus was estimated:

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
11	1	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close - Surplus	WICF	A	Fed WIC Pgm WIC Food	Fund Balance	·	$1,000.00	C
11	2	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close - Surplus	WICF	A	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$1,000.00	D

Actuals Accounting Book Entries (13)

Fund Balance (Fund Balance)

_____D_______C_________

| $1t

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

$1t |

If cash has a debit (positive) balance, there is a surplus and cash must be set to zero:

If required, the balance may need to be returned. Credit Cash / Debit Account to Return Surplus Amount
If approved, the balance may be carried over. Credit Cash / Debit Fund Balance or Carry Forward

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
11	1	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close - Surplus	WICF	A	Fed WIC Pgm WIC Food	Cash	·	$1,000.00	C
11	2	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close - Surplus	WICF	A	Fed WIC Pgm WIC Food	Fund Balance - Food	·	$1,000.00	D

Actuals Accounting Book Entries (14)

Cash (Asset)

_____D_______C_________

| $1t

Fund Balance (Asset)

_____D_______C_________

$1t |

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
11	1	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close - Surplus	WICF	A	Fed WIC Pgm WIC Food	Fund Balance - Food	·	$1,000.00	C
11	2	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close - Surplus	WICF	A	Fed WIC Pgm WIC Food	Carry Forward - Food	·	$1,000.00	D

Actuals Accounting Book Entries (15)

Fund Balance (Asset)

_____D_______C_________

$1t |

Carry Forward (Asset)

_____D_______C_________

| $1t

If cash has a credit (negative) balance, there is a deficit and cash must be set to zero:

If approved, the balance may be supplemented from next year's grant. Debit Cash and Credit Fund Balance or Spend Back

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
11	1	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close -Spend Back	WICN	A	Fed WIC Pgm WIC Admin	Cash	·	$5,000.00	D
11	2	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close - Spend Back	WICN	A	Fed WIC Pgm WIC Admin	Spend Back - NSA	·	$5,000.00	C

Actuals Accounting Book Entries (16)

Cash (Asset)

_____D_______C_________

$5t |

Fund Balance = deficit balance

_____D_______C_________

| $5t

If a deficit fund balance was anticipated:

If approved, the balance may be supplemented from next year's grant. Debit Fund Balance and Credit Spend Back

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
11	1	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close -Spend Back	WICN	A	Fed WIC Pgm WIC Admin	Fund Balance - NSA	·	$5,000.00	D
11	2	9/2001	9/30/2001	2001 Federal Fiscal Year-End Close - Spend Back	WICFN	A	Fed WIC Pgm WIC Admin	Spend Back - NSA	·	$5,000.00	C

Actuals Accounting Book Entries (17)

Fund Balance (Asset)

_____D_______C_________

$5t |

Spend Back (Liability)

_____D_______C_________

| $5t

Open the Actuals Books. Make an entry in the actuals accounting book. Record year-begin opening entries for the fiscal year for Carry Forward and Spend Back.

Carry Forward Fund Account FFY 2002
Spend Back Fund Account FFY 2002
Etc.

Carry Forward Fund:

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
11	1	10/2001	10/01/2001	2002 Federal Fiscal Year-End Begin - Carry Forward	WICFCF	A	Fed WIC Pgm WIC Food	Accounts Receivable - Food	·	$1,000.00	D
11	2	10/2001	10/01/2001	2002 Federal Fiscal Year-End Begin - Carry Forward	WICFCF	A	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate	·	$1,000.00	C

Actuals Accounting Book Entries (18)

Accounts Receivable (Asset)

_____D_______C_________

$1t |

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

| $1t

Accounting entry on next year's fund to show the spend back liability for the prior year's fund expenditures.

Jrnl ID	Seq	Accounting Period	Trans Date	Transaction Description	Fund	Bdgt/ Actual/ Fcast	Financial Account	Natural Account	Agency	Amount	D/C
11	1	10/2001	10/01/2001	2002 Federal Fiscal Year-End Begin - Carry Forward	WICF	A	Fed WIC Pgm WIC Food	Spend Back (A/R) - NSA	·	$5,000.00	C
11	2	10/2001	10/01/2001	2002 Federal Fiscal Year-End Begin - Carry Forward	WICF	A	Fed WIC Pgm WIC Food	Revenue/ Sales/ Fund/ Rebate - Food	·	$5,000.00	D

Actuals Accounting Book Entries (19)

Spend Back (Liability)

_____D_______C_________

| $5t

Revenue/Sales/Funds/Rebates (Income)

_____D_______C_________

$5t |

Closing Fiscal Year for a Selected Fund.

** The Actual Books, Budget Books and the Forecast Books should be at zero based on planning.

The balance (Revenue minus Expenses) must be zero for expendable funds. All Asset and Liability accounts must be setting at a zero balance. Accounts Receivable and Accounts Payable must have been resolved and set to zero.

Upon approval, the Carry Forward and Spend Back Fund Balance Accounts may be used to set the fund balance to zero.

Journal entries must be made to roll asset accounts balances to zero for the closing year. The surplus estimated will not be drawn, reducing the Revenue. The cash drawn and not expended may need to be returned. The surplus or deficit fund balance, may approved for carry forward or spend back funds from the following fiscal year first period.

Outstanding issues:

Splitting expenditures between fund years.
Identify expenditures for each fiscal year and properly classify into the journal.
May need to use additional columns to generate the spreadsheet that hold up to six months after the year-end closeout month (Oct-Mar). Then total them into one "Post Period" column that is displayed in the Fund Budget Worksheet.

Projecting:

Will need use additional hidden columns to project the first month on the FNS-798.

Software Version: 2.40.00